Controller / Office Manager

Job Description

Job Description

Position Overview

We are seeking a versatile, business-administration-trained professional to serve as our Controller / Office Manager. This hybrid role combines traditional controller responsibilities (financial reporting, budgeting, cash management, compliance, and systems) with hands-on office management, payroll, accounts payable/receivable, vendor/contractor oversight, and process improvement across the fire protection operations and related entities.

The ideal candidate brings a strong foundation in business administration, proven multi-entity or project-based accounting experience, and the ability to implement and optimize modern systems.

Key Responsibilities

Financial Planning, Analysis & Reporting

• Manage and analyze operating and capital budgets, including forecasting, variance analysis, and clear reporting to ownership and leadership.

• Prepare monthly, quarterly, and annual financial statements with meaningful analysis.

• Develop operational and financial performance metrics and dashboards that support planning, reliability of field operations, and leadership decision-making.

• Support tax preparation and work closely with external accountants/auditors.

• Provide day-to-day leadership and management of the office and administrative team, including coaching, performance feedback, workload prioritization, and fostering a positive, high-accountability culture.

• Serve as a primary professional point of contact for customers on billing, accounts receivable, collections, and related financial or service inquiries, handling interactions with clarity and a solutions-oriented approach.

• Build and maintain strong, respectful relationships with customers, vendors, and internal teams to support smooth operations and positive experiences.

 

Job Costing, Project & Contractor Oversight

• Oversee job/project cost accounting for installation, service, and inspection work (including work-in-process schedules and accurate cost-to-complete tracking).

• Manage purchase orders, validate invoices, monitor contractor/subcontractor costs and productivity, and ensure contract compliance.

• Prepare cost estimates and forecasts for larger projects and reconcile job costs to the general ledger.

Cash, Treasury & Working Capital

• Manage cash flow, banking relationships, and liquidity.

• Oversee accounts receivable and accounts payable, including aging analysis, collections support, vendor relations, and cash-flow forecasting.

• Evaluate and manage financial risk and banking arrangements as needed.

Payroll, HR Administration & Compliance

• Oversee accurate and timely payroll processing (regular, overtime, bonuses, deductions) and ensure full compliance with federal, state (ME/NH), and local regulations, including tax reporting and labor laws.

• Handle related employee records, benefits administration support, and coordination during payroll or financial audits.

• Maintain strong internal controls and support regulatory compliance (financial, tax, and industry-related).

Systems, Process Improvement & Office Operations

• Evaluate, implement, and maintain accounting software and supporting systems (QuickBooks IES / advanced QuickBooks environments, project management tools, dimensional/cost accounting structures, etc.).

• Streamline office processes, improve data integrity, and reduce manual work.

• Coordinate effectively with operations, field leadership, engineering/design, estimation, and external partners (accountants, auditors, contractors).

• Handle day-to-day accounting reconciliations, month-end closes, vendor relations, contracts, and inventory/parts tracking as needed.

This role requires someone comfortable operating at both strategic and tactical levels in a mid-sized specialty contractor environment.

Required Qualifications

• Bachelor's degree in Accounting, Finance, Business Administration, or related field.

MBA, CPA, CMA, or similar advanced credential preferred.

• 5+ years of progressive, proven experience in accounting, office management, controller, or equivalent financial leadership roles (construction, specialty contracting, multi-entity, or project-based service businesses highly preferred).

• Strong proficiency with QuickBooks (Online experience a significant plus), advanced Microsoft Excel, and the ability to learn/implement additional industry or project software.

• Demonstrated experience with job costing, work-in-process, budgeting/forecasting, AR/AP, and payroll compliance.

• Excellent organizational skills, attention to detail, clear written and verbal communication, and the ability to work collaboratively with ownership, field leadership, and external professionals.

• Willingness and demonstrated ability to drive process improvement and systems modernization.

Preferred Qualifications

• Experience managing financials for multiple related entities or businesses.

• Background in construction, mechanical/specialty trades, or service contracting (fire protection, electrical, plumbing/HVAC, etc.).

• Hands-on experience implementing or significantly upgrading accounting systems and processes.

• Knowledge of Maine and New Hampshire tax, labor, and prevailing-wage / certified-payroll considerations (helpful given public and federal work).

• CPA, CMA, or similar credential a plus but not required.

Compensation & Benefits

Competitive salary commensurate with education and experience (market range for similar hybrid Controller / Office Manager roles in the Bangor / greater Maine construction and specialty-contractor space typically falls in the $100,000–$140,000+ range depending on depth of experience and credentials).

Full benefits package includes employer-paid healthcare, 401(k) with company match, profit sharing, paid holidays and vacation, life and short-term disability coverage, and other standard benefits consistent with our field-team offerings. Company culture emphasizes focused work, systems that reduce unnecessary paperwork, and opportunities for growth.

How to Apply

Please submit a resume and brief cover letter outlining your relevant experience via the employment application on our website.

Maine Fire Protection Systems is an equal-opportunity employer.

\nCompany Description

Maine Fire Protection Systems is a full-service fire protection and life safety company based in Bangor, Maine, serving commercial and residential customers throughout Maine and New Hampshire since 1967. We specialize in design, installation, inspection, testing, maintenance, and monitoring of fire sprinkler/suppression systems, fire alarms, and related life-safety electronics.
We are a growing, privately held specialty contractor with a strong culture of operational excellence, safety, and continuous improvement. We are actively modernizing our accounting systems, job-cost processes, and office operations and need a hands-on financial leader who can own both high-level controller work and day-to-day office management.

Company Description

Maine Fire Protection Systems is a full-service fire protection and life safety company based in Bangor, Maine, serving commercial and residential customers throughout Maine and New Hampshire since 1967. We specialize in design, installation, inspection, testing, maintenance, and monitoring of fire sprinkler/suppression systems, fire alarms, and related life-safety electronics. \nWe are a growing, privately held specialty contractor with a strong culture of operational excellence, safety, and continuous improvement. We are actively modernizing our accounting systems, job-cost processes, and office operations and need a hands-on financial leader who can own both high-level controller work and day-to-day office management.